Live podcast checklist: what to arrange and when

A live podcast needs more than a host, guests and a microphone. You need a clear run sheet, confirmed registrations, audience questions, a tested recording setup and enough time to prepare the room. Arrange the venue and equipment early, then use the final days for guest confirmations, dietary details and technical checks. On the day itself, leave time to build the stage area, connect every cable and test the complete signal chain before the audience arrives.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Confirm guests and speakers
Reserve venue
Reserve equipment
Develop the run sheet
2 people
Prepare questions for guests
2 people
Collect audience questions
Prepare a technical briefing
Create floor plan
Order catering
Print attendance list
Do the shopping
2 people
Collect equipment
2 people
Check the venue
2 people
Clear space
2 people
Set up tables and chairs
3 people
Set up the stage area
2 people
Connect microphones
2 people
Connect recording equipment
2 people
Connect the sound system
2 people
Test the equipment
2 people
Set up lighting and decorations
2 people
Set up catering
2 people
Chill drinks
Set up registration desk
2 people

Event

Welcome speakers
2 people
Brief speakers on technical setup
2 people
Welcome visitors
3 people
Register attendance
2 people
Announce the opening
Record a live podcast
4 people
Moderate audience questions
2 people
Serve break snacks
2 people
Refill drinks
Supervise the second recording block
4 people
Serve snacks
2 people
Guide audience interaction
2 people
Announce the closing
Say goodbye to guests
2 people

Aftercare

Switch off equipment
2 people
Pack equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Return equipment
2 people
Back up recording files
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Bar stoolsqty 4
Speaker table
Coat rack
Waste binsqty 4

Equipment

Dynamic microphonesqty 4
Microphone standsqty 4
Headphonesqty 4
Headphone amplifier
Audio mixer
Audio interface
Recording device
Laptop
Active speakersqty 2
Monitor speakersqty 2
XLR cablesqty 6
Jack cablesqty 4
DI box
Power stripsqty 6
Extension cordsqty 8
Gaffer tapeqty 3
Spare batteriesqty 12
USB sticksqty 3

Lighting

LED panelsqty 4
Light standsqty 4
Mood lightingqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Serving jugsqty 6
Pliersqty 4

Decorations

Tableclothsqty 8
Stage backdrop
Directional signsqty 6
Name badgesqty 20
Pensqty 30

Cleaning

Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Create the run sheet at least 7 days before the recording. Include guest arrival times, briefing time, audience entry, recording start, breaks and the planned finish.
Confirm guests, speakers and registrations 3 to 5 days beforehand. Ask for dietary requirements at the same time, then print the attendance list before setup begins.
Test the full audio path before doors open: dynamic microphones, XLR cables, mixer, audio interface, recording device, headphones and speakers. Record a 60-second sample and listen back to it.
Build the stage and audience layout before connecting equipment. Leave clear walking space around tables, chairs, microphone stands, power strips and extension cords, and secure loose cables with gaffer tape.
Prepare backups for the details people often forget: spare batteries, USB sticks and extra cables. Keep them beside the recording position, not in a box across the venue.

Frequently asked questions

How early should I plan a live podcast?: Reserve the venue and recording equipment at least 3 to 4 weeks before the event. Finalise the run sheet and guest questions 7 days before, then use the last 3 days for confirmations and dietary requirements.
What should I test before a live podcast recording?: Test every microphone, cable, mixer channel, recording device, headphone feed and speaker connection at least 2 hours before guests arrive. Make a short test recording and play it back before opening the doors.
How many audience questions should I prepare?: Collect audience questions until 24 hours before the event and select 8 to 12 usable questions for the host. Keep a few extra questions ready in case the conversation finishes early or a guest cannot answer one.
When should catering be arranged for a live podcast?: Order catering 3 to 5 days before the event, once registrations and dietary requirements are confirmed. Set up drinks and food before audience entry so serving does not interrupt the recording.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.